How do I create a Purchase Order?

To start in ERP, go to Purchasing > P/O Management.

Click Add.

This takes you to the Purchase Order Management screen, in Add mode. The P/O # will generate once the P/O has been created. Enter the Vendor #, relevant Dates, and any other relevant information. Click Show More to expand the General section.

Everything in the box below will appear. Click Show Less to collapse your view back to what it was before.

Note: Changing the ETA date under the General section will change the ETA date for every line on your P/O. If you have different ETA for different items, you must indicate this on the line level.

Scrolling down, you will see six tabs: Lines, Addresses, SKUs, Materials, and Activity.

Lines

Note: By default, the Lines tab in a Purchase Order uses a flat, non-hierarchical format. SKUs are listed one line at a time.

If you’d prefer to group SKUs under a Style/Substyle hierarchy, you can enable tree view in system settings. Learn how in How do I enable tree view for P/O lines?

Lines is where you will enter what items are in the P/O using one of three options: Style Master (if you are using hierarchical SKU structure), line by line, and by pasting from a spreadsheet.

Style Master

First, you can use the Style Master to add items.

In the Inventory Matrix, enter the Style you are looking for and select a WHSE # (Warehouse). All children Sub-Styles and SKUs will appear and you can go through and enter the quantity for each item you'd like to add to the P/O. When you are done, click Apply and all of the SKUs will appear on the right-hand side. When you click Close, you'll see everything has been added to the P/O grouped by Substyle. You can click the arrow to the left of the line to expand and see all individual SKUs.

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One at a Time

The second option would be to add the items one line at a time. Enter the SKU, press the Tab key, and wait for the rest of the information to populate. Enter the quantity of items being ordered on this P/O under P/O Qty. Enter the Price. To see more product information, click the plus sign next to the SKU.

Note: If this is the first time you are ordering this item, you will need to enter the price. The next time you order it, the previous price will automatically populate.

This view shows you more details, including an image of the item. This is also where you would delete an item from a P/O by clicking the Delete Item (provided you haven't saved it yet). Click the minus sign to collapse the row.

If you want to enter a Prepack SKU, there are additional instructions on how to do so here (scroll to Purchase Order).

Paste from Spreadsheet

Follow the instructions from this guide: How do I use the Paste from Excel tool for bulk data entry?

Notes & Summary

At the very bottom you will see the Notes and Summary sections. Add any notes you want.

Address

The Address tab will show you the primary Shipping and Billing addresses for the vendor.

SKUs

By default, the SKU tab in a Purchase Order uses a flat, non-hierarchical format. SKUs are listed one line at a time, and if you add the same SKU more than once, it will automatically consolidate into a single row.

If you'd rather see every SKU in the order it was added—without consolidation—check out How do I create a Purchase Order by individual SKU entry? for step-by-step instructions.

Materials

Materials is where you can enter any material costs associated with the P/O.

Activity

Activity will show you the lifecycle of the P/O and all related items. Because this is a new P/O, this section is empty. But as the order progresses, you will start to see other items appear (P/O Receive, A/P Bill, etc.).

Once you're done with your P/O, click Save.

Click Yes.

The P/O # will automatically populate.

This will send it to the warehouse where it'll be ready to receive.

Caution: It may take up to five minutes for your new Purchase Order to appear in the WMS module.